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Administrative Specialist

Ukraine

  • Organization: UNV - United Nations Volunteers
  • Location: Ukraine
  • Grade: Level not specified
  • Occupational Groups:
    • Operations and Administrations
  • Closing Date: 2022-07-06

Details

Mission and objectives

OCHA’s overall goal in Ukraine is to ensure the delivery of effective and principled humanitarian action that meets the needs of the most vulnerable people. To achieve this, OCHA supports the Humanitarian Coordinator and humanitarian partners in operational coordination, humanitarian financing, public information, humanitarian analysis, advocacy and information management. In its effort to help alleviate the suffering of the affected population and respond to some of the long-term consequences, OCHA established a presence in Kyiv shortly after the outbreak of the crisis in 2014. Today, OCHA’s 40 plus staff in Kyiv and in its four operational hubs in Kramatorsk and Sievierodonetsk (GCA) and Donetsk and Luhansk (NGCA) work together to support the coordination of humanitarian assistance of international and national organizations.

Context

The position is located in the in the Office for the Coordination of Humanitarian Affairs (OCHA) in Ukraine. OCHA is part of the United Nations Secretariat responsible for bringing together humanitarian actors to ensure a coherent response to emergencies. OCHA also ensures there is a framework within which each actor can contribute to the overall response efforts. OCHA's mission is to mobilize and coordinate effective and principled humanitarian action in partnership with national and international actors in order to alleviate human suffering in disasters and emergencies; advocate the rights of people in need; promote preparedness and prevention and facilitate sustainable solutions.

Task description

Within the delegated authority and under the supervision of Administrative Officer or his/her designated mandated representative(s), the UNV Administrative Specialist will: Support implementation of operational strategies: • Complies administrative activities with UN regulations, rules, policies and strategies. • Provides inputs to the project’s administrative business processes mapping and implementation of the internal standard operating procedures (SOPs). • Provides inputs to the preparation and implementation of administrative team results-oriented work plans. Provide general contract administrative support to the project implementation: • Monitors timely submission of deliverables and timely processing of payments under project special service agreements and institutional contracts. • Regularly updates the project main register of contracts and payments. • Compiles necessary documents for hiring of new or amending contracts of current consultants or companies. • Gathers necessary documents for creation/amendment of Vendor Profiles, e-requisitions, Purchase Orders, micro-canvass forms, vouchers. Ensure effective provision of administrative and logistical support: • Ensures that travel arrangements and authorizations, passport and visa requests and extensions, flight bookings and all other matters related to travel of international and national staff are properly and timely authorized and processed. • Provides administrative and logistical support in preparation of missions, conferences, workshops; • Provides inputs for preparation of budget, provision of information for audit. • Assists in organization of shipments, mailing of documents for OCHA. • Participates in data collection, analysis and maintenance of projects related database and files; maintains accurate electronic and paper filing, information and records systems ensuring safekeeping of confidential materials. • Participates in project activities (meetings, round tables, conferences, other public activities) preparation, implementation and follow up, taking meeting minutes. • Supports procurement process by submitting full set of necessary supporting documents. Ensure provision of basic administrative support services: • Prepares routine draft correspondence and reports. • Extracts, inputs, copies, scans and files data from various sources. • Selects suppliers for basic goods and services by collecting quotations. • Collects background information documents, as necessary. • Communicates with partners on technical issues of cooperation. • Maintains records on project assets management and preparation of required reports. • Assists in project contract management. Provide support to knowledge building and knowledge sharing: • Participates in the training for office staff. • Contributes to knowledge networks and communities of practice. • Any other related tasks as may be required or assigned by the supervisor. Results/expected outputs: • As an active [insert name Host Agency] team member, efficient, timely, responsive, client-friendly and high-quality support rendered to OCHA Ukraine and its beneficiaries in the accomplishment of her/his functions, including: Results/Outputs: o Applies specialised expertise with respect to a range of programme planning, budget, financial and administrative management tasks of the Unit. • Age, Gender and Diversity (AGD) perspective is systematically applied, integrated and documented in all activities throughout the assignment • A final statement of achievements towards volunteerism for peace and development during the assignment, such as reporting on the number of volunteers mobilized, activities participated in and capacities developed.

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Before applying, please make sure that you have read the requirements for the position and that you qualify.
Applications from non-qualifying applicants will most likely be discarded by the recruiting manager.
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